#2- Book Seats On Flights The Moment They Go On Sale

As the well-known proverb goes: “the early bird catches the worm”. This is especially true when it comes to Sports travel and booking flights – the earlier you secure your seats, the more likely you are to save money.

Most airlines list seats for sale 11 months prior to the scheduled flight. If possible, ensure that your travellers and/or teams are confirmed for travel a year in advance so that when the seats go on sale you are in a position to swoop in and get the early deals. 

This is where a TMC can really add value. Most airlines (with the exception of low-cost carriers) will let TMCs hold seats for a period of time by paying a small deposit. Via this method, travel bookers do not need to confirm final passenger numbers or worry about submitting passenger names until a month in advance in many cases. Even after submitting names, a TMC like Gray Dawes can generally change them free of charge before the tickets are issued. 

Essentially it doesn’t matter if you haven’t chosen your team; with the help of a TMC you can still book the flights!

#3- Submit Your Calendar of Events to Your TMC

Your sporting calendar is usually very predictable. Tournaments are scheduled and venues are booked years in advance, alongside all manner of sporting conferences, events, and meets that fill the seasons of sport. 

A good TMC with expertise in sports travel will ask you to send a copy of your sporting calendar so that they can assess your year(s) ahead and plan accordingly. This information is invaluable. It not only helps consultants to secure fares early (and more cheaply), it allows them to thoroughly analyse the location, lock down any on-the-ground logistics, and book accommodation long before it sells out. 

For British Swimming, one of our clients, coordinating calendars with our team of travel experts is one of the first things they do before the start of every season. This calendar allows us to see exactly where the swimmers need to be throughout the year, gives us the chance to understand their training and tournament schedule, and leaves us with time to ensure staff and athletes arrive at their destinations in good time and in the best possible shape.

#4 – Don’t Overlook the Importance of Defining Your Travel Budget

Take time to think more deeply about your travel budget and how it fits in with your objectives, not just for your organisation, but for your athletes and/or team. Ensure that it covers all aspects of the trip so that you aren’t tripped up by unexpected costs. Think about things such as:

• The costs involved in sustainable travel options.
• The price of ground transportation at the destination.
• How much travellers might need for food and drink.

Your TMC should be able to help you plan out your travel budget. They will also recommend and help you secure any financial support your athletes and staff might be entitled to, including considerations for meals, transportation, and incidentals.

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THE SECRETS OF SUCCESSFUL SPORTS TRAVEL MANAGEMENT

In this first-ever Gray Dawes Sports edition of our Travel Talks webinar, hosted in association with the Welsh Sports Association, Jonathan Hutton, Head of Operations, and Michelle Sample, Sports Team Manager, share their top tips and expert insights into sports travel management.

John and the team talk about the importance of booking travel in advance, the process involved in getting sporting equipment seamlessly through customs, and how to ensure athletes arrive for their competitions in tip-top condition.

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